Vestry minutes - July 2020
Minutes of July 20, 2020 Vestry Meeting
Present: Charlie de Kay, Cynthia Doucet, Kristin Jacobsen, Monique Austin, Penelope Boardman, Connie Conley, Bob Purse, Steve Steiber, Dave Turner, Melissa Warden, Allison Zidek, Jennie Woodring
Absent: Susan Cherco The meeting was held via WebEx.
Charlie opened the meeting by leading the group in prayer.
APPROVED – Vestry approved the June Vestry minutes.
Karen MacKay submitted a letter of resignation as trustee as of the end of this month. Vestry expressed appreciation for her years of service. Vestry discussed possibilities of a replacement, to join current trustees Tim Patenode and Don Churchill, for August 1 through January 20, 2021. Vestry authorized Charlie to approach the top three suggested candidates one by one.
Vestry will recognize Karen for her service.
Charlie continues to share reflections by email on Tuesdays and Thursday (reduced from daily missives). Tracking indicates that the rate of emails opened is about 40%.
The Planned Giving Team continues to meet and has a brochure in final edits.
The Virtual Vacation Bible Camp team continues to prepare video and email materials for camp.
The Return to In-person Worship Taskforce has been meeting, and will issue a short survey to the congregation to gauge interest in returning to church. The team will research what plans other churches are making.
Charlie performed an in-person wedding and memorial service. The services provided an opportunity to determine supplies needed (such as hand sanitizer) as well as St. Matthew’s capacity for physical distancing. With a regular capacity of 330 (excluding the balcony), the sanctuary can accommodate about 80 people, seated in pairs, with appropriate distancing at 25% of total capacity.
Confirmands are to be confirmed with St. Mark’s this Sunday at an outdoor service.
Charlie will be away for three Sundays, as he attends the confirmation service, and then takes two weeks’ vacation.
As in years past, the Extraordinarily Sophisticated Imagination Club theater group (Peter Civetta, director) will rehearse outside St. Matthew’s in August. They will use the bathroom - and parish hall in case of inclement weather.
Ministries in the context of mission of service – Kristin
Kristin invited vestry members (and any others in the congregation) to join her and Andrew Warden in exploring a Mission of Service "pilot". What can we as a church do to make a positive impact in these times of injustice, unrest, fear and uncertainty? How can we incorporate anti-racism/diversity in what we are already doing/that we are already strong in? Explorations will be done in the spirit of experimentation.
Several members of the vestry offered to be part of the team.
Paid singers plan for upcoming season
A proposal from James Janssen (organist/associate choir director) and Mark Crayton (choir director) for a music plan (September to Christmas) was discussed. The plan includes solo and small group performances at $5100 through end of year, which is $7700 less than anticipated for a typical fourth quarter music budget. The plan’s intent is to keep paid singers engaged with St. Matthew’s.
In response to concerns about the uncertainty of our financial position, Allison assured the vestry that we have $71K cash in our operating account, and we are in a good cashflow position. St. Matthew’s received $64K for a Payroll Protection Plan loan, though we cannot use PPP to pay our singers. We anticipate we will qualify for loan forgiveness, and not have to pay back the loan. In addition, it was pointed out that the music proposal is through the end of 2020, with no requested commitment for 2021. The possibility of asking congregants to fund particular music performances was discussed.
APPROVED – vestry approved the plan as proposed, with two members opposed.
Livestreaming update – Kristin
A contract has been signed with Integrity Systems to set up a system for livestreaming. Kristin is still looking for a donation of an iPad or computer. It’s hoped the system will be in place by the end of the summer.
Virtual Gala – Susan Turner and Cynthia will lead the team, with help from Steve Steiber and Julie Hinz. It was acknowledged that the team will need to be creative. The gala will take place in October or early November.
Stewardship campaign 2021
Steve offered to lead, with a request for assistance.
Charlie gave a brief overview of what a campaign might entail, which includes broad and individual connections, determining a theme, getting contributions, and thanking people.
Vestry Trust II - Penelope
Penelope reminded vestry members to continue to offer up ideas for uses for Trust II, with considerations for honoring the donor.
Finance Update - Allison
Allison sent financial documents to vestry members, and will put together something to share with the congregation. People are keeping up with their pledges, and expenses are in line, though building use payments are not being made. Overall, we are running $10K behind right now in income.
Canoeing the Mountains
Letters to the congregation that describe results of the Canoeing the Mountains discernment team, including the four mission statements (see June vestry minutes) will go out soon.
Second Lerman fundraiser
Jack Lerman has offered to hold a second fundraiser for St. Matthew’s in early December by offering his and Elise’s paintings for sale, with proceeds to benefit St. Matthew’s.
A brief executive session was held.
The meeting ended at 9:08
Submitted by Jennie Woodring